| Request No. | 2019-34 |
|---|---|
| Date of Request | July 23, 2019 |
| Requester | Daman Grewal, San Mateo CCD |
| Application(s) | Standard/Noncredit International |
| Section / Page | |
| Steering Hearing Date | |
| Proposed Change to Download File | |
| Proposed Change to Residency Logic |
| Table of Contents |
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Problem / Issue
As part of the effort to streamline and enhance CCCApply for colleges, including getting data to colleges faster with more automation, the ability for colleges to access student's in-progress application data is critical to providing support for the application and on-boarding process.
Purpose
An ongoing concern raised by colleges using CCCApply is the inability to view/access in-progress applications in order to support students during the admissions process.
We need to implement new - or additional - consent to release information language and mechanism for students, and implement automated way to deliver the data to colleges through both data delivery methods (Download Client and Glue). Also colleges may need a user interface to view in-progress apps.
Background Information
Up to this point (2019), the CCCCO policy has been to prohibit access to student data until the student has the submission of the application (student agrees to release their application data and electronically sign/consents to this level of access). Now, as part of the CCCApply Redesign effort, and backed by widespread outcry by colleges, the Chancellor's Office (led by Omid) is willing to support an implementation that would provide early and often access to in-progress data via CCCApply.
Requirements Documentation
Requirements can be found here: https://cccnext.jira.com/wiki/x/M4E8Ng
Requirements
Adjust the current CCCApply Privacy Policy to include language that will disclose what we want to give college(s) and students, as well as "how".
Implement an additional, legal, consent mechanism (pop-up box or question) where students are informed and provide consent to share data with college (directory information, in-progress application data, and full submitted application data) with the college they intend to apply to.
Ever since OpenCCCApply was developed under the CCCTC, colleges have requested the ability to see when a student starts an application to their college but doesn't complete / submit that application. The ability to see in-progress applications was previously delivered in the Xap CCCApply system in their administrator tool. At the time OpenCCCApply was designed, this capability was removed based on the understanding that providing that data to the college prior to their consent to release information permission was obtained and submitted via electronic signature, that this process was an infringement on the student's privacy (per FERPA and ? what other legal organization or mandate?).
However, many other state and national admission application products are allowing colleges to see in-progress data (example CSU, and the Common Application) and therefore a call to implement similar functionality in CCCApply is being requested.
- Deliver CCCApply web app as a stepping stone to on-boarding process
- Get colleges the data they need for Admissions (college operations)
- Get colleges the data they need for on-boarding
- Get colleges the data they need for residency
- Flexibility - move questions around - add defaults - tweak question and response option language - conditional questions/logic (Survey Gizmo)
- Access to student information prior to submission -
| Info |
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Background Information |
Requirements
Adjust the current CCCApply Privacy Policy to include language that will disclose what we want to give college(s) and students, as well as "how".
Implement an additional, legal, consent mechanism (pop-up box or question) where students are informed and provide consent to share data with college (directory information, in-progress application data, and full submitted application data) with the college they intend to apply to.
Proposed Solution
In order to pass in-progress application data to the colleges using the current CCCApply applications, several changes would have to be implemented, including language disclosure, placement of language and mechanism to obtain consent, and new development to integrate real-time data with colleges via Super Glue or other automation method.
- Revise onscreen Consent page for current and mobile versions of Apply
- Add Consent language to Terms or Privacy Policy*
- Add mechanism to obtain Consent (with language) on the Enrollment page or the My Applications page
- Explore different levels of consent at different points in the process (OpenCCC account creation, enrollment page, submission)
- Implement ability for data delivery using SuperGlue to allow colleges automated access to student data earlier in the application process
- Implement user interface or other mechanism for college Admissions staff to see in-progress application data
See "Revise Consent to Release Information Language in CCCApply" for second part of this project.Screenshots
| Note |
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Internal Use Documentation: Requirements can be found here: https://cccnext.jira.com/wiki/x/M4E8Ng |
Screenshots
Dependencies, Risks and/or Reporting Requirements?
Question | Yes | No | Which data field(s)? | What/How? |
|---|---|---|---|---|
| Would this change affect an existing question or data field on the Standard Application? | ||||
| Would this change affect an existing question or data field on the International Application? | ||||
| Would this change affect an existing question or data field on the Promise Grant Application? | ||||
| Would Account (OpenCCC) data be affected by this change? | ||||
| Does the question or data field align to an MIS reporting requirement now? | ||||
Does this change affect any other state or federal regulations or requirements? | ||||
| Would this change affect existing residency logic? | ||||
| Would any other data fields be affected by this change? | ||||
| Would students users be affected by this change? | ||||
| Would colleges be affected by this change? | ||||
| Would the Download Client be affected by this change? | ||||
| What other tech center web services will be affected by this change? | i.e., Glue staging table? Multiple Measur | |||
| Other dependencies? | ||||
| Other implementation considerations? |